2010-10-22 Cost of Government Commission Minutes

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actually the work that is going down on the ground? Who are the ears and eyes from staff that confirms that the work is as we contracted so that we don’t pay on invoices that perhaps we shouldn’t be paying. MS. YANAGIHARA: The inspectors and the project engineers. The project engineer is the overall responsible for the project, and then they send out the inspectors. That’s mainly seeing that the work is actually done and the way it’s supposed to be done. MS. O’HARA: For the contracting side? MS. YANAGIHARA: Yes. MS. O’HARA: And then on the goods and services side, how do we check those things? MR. BENEVIDES: Once we make the order, there is a delivery date that is required and of course they have to meet specifications. And if they are late in delivering or they are off by any bid on the specifications, we hear immediately from the using agencies. So it’s the using agencies. Once they receive it and they’ve accepted it, if we don’t hear complaints then it went the way it was supposed to go. We don’t call per se as a standard practice to say, did you get the copier today and is it working well? But we do find out if it’s not. MS. O’HARA: And I assume we’re buying maintenance contracts too? MR. BENEVIDES: We are. MS. NICHOLSON: Are there other models for handling the fiscal issue of purchasing, contracts or is this – the way this county does it, is that the way that most jurisdictions do it? Or are there other ways? MS. CRAWFORD: Well some of our constraints as Craig said are legal requirements that’s complex and extensive procurement law that we all live with in terms of processing the requisitions or the contracts later. I’m sure every county agency has something a little bit different. Gilbert speaks with his counterparts in other counties. MR. BENEVIDES: The model that we used is based obviously on the law. But again the internal functions of paper going from one place to another or electronic notification going from one place to another, I can’t see as being substantially different on other jurisdictions because it’s just a matter of relaying information. I don’t exactly understand what you mean by model. MS. NICHOLSON: Well, I guess I’m wondering if each of you, just trying to get out of your box the way you do things, knows of a different way that it might be interesting to look at, or is there a different way to do it? MR. BENEVIDES: Well, the procurement method selection is as per Craig’s handout. Small purchasing, sole source, IFBs, RFPs, so the process is pretty much spelled out in HAR, Hawai‘i Administrative Rules, which Craig mentioned earlier, gives you the detail. 22